About the job
Position Objective:
The Document Control Specialist is responsible for the meticulous management of project-related documents, ensuring efficient documentation flow and strict compliance with document control policies.
Key Responsibilities:
- Oversee and organize all project documents on-site according to departmental standards, including tender packages, project briefs, construction drawings, operational manuals, and claims, ensuring easy access and retrieval of complete document sets.
- Receive and update construction drawing sheets, incorporating updates from stakeholders, including submission dates, milestones, design changes, cost estimates, and schedule alterations.
- Ensure effective version control by tracking revisions, maintaining current records, and archiving outdated documents.
- Collaborate with the project team to determine document-related needs, ensuring compliance with project specifications and organizational guidelines.
- Identify and report any delays or missing documents to management, facilitating quick resolutions.
- Compile collating packs for distribution to stakeholders during project meetings, and maintain accurate minutes for future reference.
- Coordinate document flow between stakeholders to streamline review and approval processes, ensuring adherence to deadlines.
- Work with various departments to maintain accessible and updated documentation.
- Manage communication records with vendors and suppliers, including material samples, catalogs, and technical data sheets.
- Assist in internal and external audits by providing organized documentation and responding to queries.
- Contribute to process improvements by offering innovative ideas and adapting to new methods while remaining informed about industry trends.
- Implement automated workflows for document submissions, RFIs, shop drawings, and approvals to enhance efficiency.
- Maintain document registers and trackers to monitor status, approvals, and overdue actions.
